Systems Manager Candidate Brochure
Contents Page 04 About the University of Lincoln
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The Estate and Estates Team
08 The Team Job Description 12 20 Equality, Diversity,
Working at the University of Lincoln
and Department
Person Specification 18 22 Application Process
and Inclusion Lincoln
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About the University of Lincoln Situated in the heart of a beautiful and historic city, we have established an international reputation for the quality of our teaching and research. Ranked TEF Gold, we were crowned Modern University of the Year in The Times and The Sunday Times Good University Guide 2021. We are listed in the world’s top 150 universities in the Times Higher Education’s (THE) Young University Rankings 2020, hold the maximum five-star score overall in the QS Stars rating system of global universities, and feature in the QS World University Rankings 2021 of the world’s top 1,000 universities. Our current Strategic Plan covers the period 2016-2021 and sets out the institution’s vision and mission, shaping the future direction of our development. One of the most important elements of the Strategic Plan is our University’s Mission – a statement which defines us as: “A university looking to the future where we serve and develop our local, national and international communities by creating purposeful knowledge and research, confident and creative graduates, and a dynamic and engaged staff team.” The Strategic Plan also articulates a Vision for the future that we will be: “… a global ‘thought leader’ for 21st Century higher education. We will be known for addressing the opportunities and challenges presented by the changing world by developing a new approach to education and knowledge development. We will build on our reputation for excellent student engagement which prepares our graduates for their future and we will work closely with our communities to ensure valuable impact from our research to make a meaningful contribution to our world.”
Our purpose is to be an outstanding small-city anchor institution, equally committed to excellence in teaching, research and knowledge exchange, with deep regional and international engagement. We are committed to broad civic engagement, exemplified by our role as a founding partner of the Greater Lincolnshire LEP, our contribution to the Local Industrial Strategy, our work with local and global employers and with voluntary and public sector bodies. We generate more than £420 million each year for the UK economy and one in six people of working age in our city of Lincoln are either students or work for the University, whether directly or indirectly. Lincolnshire contains deprived rural, industrial and coastal regions, which has shaped our “local to global” research themes, most notably, a particular focus on global rural challenges. Over the last decade we have opened a new academic school every year, culminating in the establishment of the Lincoln Medical School last year. At Lincoln, we have a broad academic portfolio, organised into four Colleges (Science, Social Sciences, Arts, Business); in the last six years Science has expanded significantly with the opening of new Schools in Chemistry, Mathematics and Physics, Geography and (jointly with the University of Nottingham, 2019) a new Medical School.
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The Estate and Estates Department
Riseholme Park Campus – This is a 400-acre campus to the north of Lincoln set in designated historic parkland devoted primarily to agricultural research. The site is home to the Lincoln Institute of Agri-food Technology (LIAT), a Barclays Eagle Lab and various agri-tech SMEs. It is also home to a working farm.
The University estates comprises 130 buildings providing over 238,000m2 of Gross Internal Area (GIA). The University owns the freehold of 85.7% of the Estate, with the remaining 14.3% being leased. In 2014, the estate was valued at £217m and in 2020 a reinstatement cost assessment returned an overall figure of £340m.
The University has three campus locations: Brayford Campus – The Campus is located on a former railway marshalling yard which had become largely derelict by the 1970s. The site was remediated by the County Council in the 1990s and the Brayford Way flyover constructed
Holbeach Campus – The Holbeach campus is c.50 miles to the south of Lincoln and is currently comprised of four buildings: Minerva House and the National Centre for Food Manufacturing (NCFM) on Park Road and on the Food Enterprise Zone (FEZ) – the newly completed Centre of Excellence for Agri- Food Technology and Institute of Technology.
which improved access to the site. The first building was constructed in 1996 (Minerva Building). Since then a modern city centre campus has been constructed, which blends new buildings with the sympathetic restoration of two Victorian railway buildings –a goods warehouse (the University Library building)
and Engine Shed (Students’ Union building). The University has recently opened a purpose-built facility to house the Lincoln Medical School which will be carbon neutral in operation – the first building of its kind in Lincolnshire.
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Interview with Roger Ward, Deputy Director of Estates
Contracts - Manages our major Hard / Soft FM contracts and host of smaller contracts for performance against agreed standards and improving performance. Projects - This team delivers the major capital works conducted around the Estate, including new buildings and large-scale refurbishments. Space Strategy, Planning & Sustainability - This group comprises three smaller teams. The Space team oversee the allocation of all space. They undertake design work and lead on the upkeep of key property information, including floor plans. The Property Team oversee all landlord and tenant relationships on behalf of the University and provide commercial property advice as required. The Sustainability Team work on environmental management across the Estate. This includes a strong focus on energy management and meeting the University’s objectives for the reduction of carbon emissions. Riseholme Park – this team comprises 5 full time staff; the team manages the livestock, oversees the arable land via a farm business tenancy, supports Bishop Burton College staff and student access to the shared facilities / land and maintains the grounds.
The Team and Department
There are currently 50 people directly employed in the Estates Department with other resources contracted-in (e.g. to deliver facilities management, provide legal advice etc.). The outsourced on-site Hard FM and Soft FM contractors employ 31 and 141 staff respectively. The Department is divided into the following teams: Maintenance – manage all aspects of the repair and maintenance of the built estate, i.e. building fabric, mechanical and electrical systems, plant and machinery. Facilities – Manage cleaning, portering, security and car parking. Business Support – Provides administration and finance to the department, manages Planon and customer services including the Estates Help Desk and leads on customer service improvements. Compliance – Manages compliance with property related health and safety legislation and contractors working on the site.
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Working at the University of Lincoln
Planning a Sustainable Estate to Support a New University Strategy During the next few months, the team will continue to gather the data needed to inform a new Estates Strategy which will complement the new University Strategy. New masterplans will be required for all three campuses and work to scope opportunities and constraints with local planning authorities, other key stakeholders and landowners will start in early 2022. The team will work with colleagues from across the university to shape our estate to support new ways of learning, teaching, carrying out research and working while at the same time providing the best possible student, staff and visitor experience. Take of tour of the city campus by watching the video below.
At the University staff have access to an attractive and extensive reward and benefits package that enhances both their professional and personal lives. Professional services staff are afforded a generous annual leave entitlement of 30 days that is offered in addition to 14 bank holiday and concessionary days. The University of Lincoln offers the industry-leading range of pension schemes with generous employer contribution levels and a range of extra benefits. Pensions – Human Resources (lincoln.ac.uk)
The University provides a varied and comprehensive offering to aid staff in personal and professional development.
The University provides a varied and comprehensive offering of lifestyle and financial wellbeing schemes to staff. You can learn more about the comprehensive and diverse range of benefits here Benefits – Human Resources (lincoln.ac.uk)
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Job Description JOB TITLE: DEPARTMENT: LOCATION: JOB NUMBER: GRADE: REPORTS TO
With an eye for detail, accuracy and the ability to prioritise competing demands the role will be involved in all aspects of the service delivery. Including providing daily support, links to external networks and interpreting requirements to ensure that they are delivered correctly and within the required budget and timescale. The post holder will have management responsibility for the Business Support Team who provide department administration support and the Estates Support Desk service. Services provided by the Business Support Team include, but are not limited to: financial administration support, minute taking in key meetings, calendar management, car park administration, handling minor access control requests, processing department post and record keeping. KEY RESPONSIBILITIES System Development & Strategy • Responsible for continuously assessing and upgrading the systems to ensure the department is utilising the current version as far as possible given the resources available. • Identify, deliver and evaluate projects to integrate and link department systems with one another. These will require long-term planning skills. • Monitor and evaluate the Facilities Management technology industry to be aware of best practice, enhancements and innovation that could improve University operations. • Continuously review and adapt the systems to meet the business requirements. • Support and guide colleagues to update the assets, plans, modules and documents to fully reflect where the estate has changed or is new. • Undertake regular audits of the systems to ensure they remain functional and meet the requirements of the department. • Perform all aspects of user acceptance testing, prior to implementation or upgrading of the systems to ensure that all changes are fully compatible with our systems prior to roll out to end users.
SYSTEMS MANAGER ESTATES DEPARTMENT AGILE AND ON CAMPUS EF5183 8 HEAD OF SPACE STRATEGY, PLANNING & SUSTAINABILITY
Job purpose The Systems Manager is a key senior member of the estates department and will provide high level professional advice and support. It is expected to adopt a flexible working approach and be able to adapt service delivery to the fluctuating demands made on the team. The role requires the provision of high-level technical skills and continuous improvement. This role is critical to the delivery of the Estates Strategy and is responsible for the efficient provision of systems for the department. The CAFM system is the single point of truth and the University’s master data relating to the built environment is contained within it, allowing accurate information to be made available to the whole institution in various forms. The Systems Manager is the owner of all information within this system ensuring it is up to date and complete. Department systems include, but are not limited to: • CAFM (Planon) • Building Management System • Access Control System • Building Information Modelling • Utility Metering • Document Management System • Fire doors system (Bolster)
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• Explore opportunities to integrate the data systems with the established Management Systems of the department (Environmental, Energy and Health and Safety Management Systems). • Development and implementation of policies as required to support the operation of systems. • Be a lead and participate in relevant national and local expert networks. • Lead on effective management of suppliers that are responsible for the provision of the systems. System Responsibilities • Support and guide colleagues to ensure the CAFM functions effectively, including: • Space, drawings and asset data kept up to date, in collaboration with the Space. • Planning Team. • Maintenance schedules and record keeping Alerts. • Provision of management information and reports. • Support and guide colleagues to ensure Access Control System functions effectively,including: • Up to date space, zone, staff, student and asset information. • Time schedules. • Develop and implement a Building Information Modelling (BIM) strategy and lead the department on BIM implementation. • Oversight of the implementation and development of a document management system to ensure all documentation can be easily sourced. • Lead the department on General Data Protection Regulation (GDPR) compliance. • Create and distribute reports to department and college managers as required .
• Responsible for expenditure and the budget for system development and ongoing operation. Business Support Team • Management of Business Support Team ensuring a high level of customer service is delivered. • Produce and provide trend analysis reports on a regular basis to the Estates Senior Leadership Team to identify areas of potential cost saving and service improvements. • Develop and maintain a user-friendly way of customers providing feedback to the Estates Support Desk. • Effectively utilise feedback gathered to improve Business Support Team service. • Identify development needs and training solutions for team as well as setting of longterm objectives. Health & Safety Audits • Responsible for administering Health & Safety audit recommendations and ensure responses and actions are delivered in a timely manner. • Ensure ongoing recommendations are regularly updated and disseminated. In addition to the above, undertake such duties as may reasonably be requested and that are commensurate with the nature and grade of the post.
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ADDITIONAL INFORMATION Scope and dimensions of the role • The post holder will be managed by the Head of Space Strategy, Planning and Sustainability. The post holder will assist in the formulation of strategies and setting of priorities to enable the effective operation of the Universities systems. • • The post holder will have the ability to engage with individuals at all levels of University operations and with key stakeholders.
Key working relationships/networks
Internal
External
• Head of Space Strategy, Planning and Sustainability. • Estates Senior Leadership Team • Department line managers. • College Directors of Operations • College/Department staff members • Accommodation Services • Students and the Students’ Union • Health & Safety Department
• Hard and soft FM service providers • Other external contractors and clients • Statutory bodies • Commercial partners • Members of the general public
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Person Specification Selection Criteria
Competencies and Personal Attributes: Proactive and self-motivated.
Essential (E) or Desirable (D)
E E E E E
Excellent communicator with a customer focused approach and people skills at the highest level. Well organised and able to project a professional image. Good team player who takes a positive role within the team. Flexible and responsive to changing demands and conditions. Business Requirements: Ability to travel between campuses and externally. Be able to work occasionally outside of normal university business hours.
Qualifications: Good honours degree (or equivalent) in a property or IT related discipline or relevant experience Experience: Relevant post-qualification experience Experience of managing customer relationships Experience of developing and implementing process reviews Experience of working in a multidisciplinary team. Demonstrate significant experience in management of a facilities management systems. Experience in writing and presenting reports to senior management. Experience of developing new systems or integrating existing systems together. Skills and Knowledge: Working knowledge of a IWMS or CAFM system (or similar). Microsoft Office (Excel, Outlook, PowerPoint and Word) Demonstrate a sound knowledge and understanding of best practice in FM systems and data management. Line Management
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D E D E E
E E
Essential Requirements are those, without which, a candidate would not be able to do the job. Desirable Requirements are those which would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements.
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E E D E
Mobile app development and launch. Research, data analysis and problem solving
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The Lincoln Equality of Attainment Project (LEAP) We are committed to the equality of attainment amongst all of our students, regardless of background or circumstances. We strive to provide a nurturing and inclusive learning community and a high-quality educational experience for everyone. We, like other UK universities, have identified differential outcomes in student performance between different groups on the basis of race, gender, socio-economic background and disability. This is a University-wide initiative examining the differential outcomes (attainment gaps) and working to address these through a range of initiatives including more inclusive curricula. Access and Participation Our access and participation work reaches out into communities with traditionally low levels of access to higher education. We are a founding partner of LiNCHigher, the Lincolnshire outreach network which aims to raise awareness of, and aspirations to, higher education among local young people. We provide a Foundation Year for many of our undergraduate programmes and actively encourage applications from students from different backgrounds. Our sponsorship of the Lincolnshire Educational Trust (a family of Academy schools in southern Lincolnshire) works to raise educational aspirations and attainment in rural areas, while our involvement in the Lincolnshire Children’s University offers children from all backgrounds the opportunity to enrich their learning experiences. Find out more here Equality and Diversity | One Community | University of Lincoln 21 The Eleanor Glanville Centre The Eleanor Glanville Centre is our department for diversity and inclusion. Aligning with our motto, ‘Libertas per Sapientiam’ (‘Through Wisdom, Liberty’), our interdisciplinary research advances knowledge on critical issues of equality, diversity, and inclusion. The centre is named after Lincolnshire’s Lady Eleanor Glanville, a 17th Century pioneer – and ‘the first woman’ of British natural history. Our One Community Values define our One Community ethos and are a framework to ensure that respectful and inclusive behaviours are at the heart of all we do – for each other, our partners and our customers (internally and externally), both in our thoughts and our actions. Our One Community Values: Equality, Understanding, Listening, Kindness, and Acceptance. One Community Values At the University of Lincoln we are One Community and strive to be kind, patient and supportive of each other.
Equality, Diversity, and Inclusion
We are One Community, with staff and students working together to create an environment in which all people can flourish based on their abilities and their diverse and rich experiences. Equality, diversity and inclusion are essential values for our University to deliver on its civic mission. We are a member of the Race Equality Charter and hold an Athena Swan Bronze Award. However we are not complacent; we know there is much more to do to tackle inequality, prejudice, and discrimination within our own community and wider society. Race Equality Charter The University of Lincoln, UK, has received the prestigious Race Equality Charter Bronze Award for its efforts to tackle racial inequality. The University of Lincoln is 1 of only 21 UK universities to hold the the Bronze Award status from Advance HE, which recognises the work the University is doing to identify and reflect on institutional and cultural barriers facing Black, Asian and Minority Ethnic staff and students. Staff and students from across the University have played a huge part in the University gaining this recognition, including the self-assessment team. The self-assessment team, led by Simon Parks, was comprised of staff and students from across the university community, who directed our approach and gathered intelligence for our submission. The Eleanor Glanville Centre has been instrumental in driving the REC forward and producing the University’s submission and action plan. Looking forward, the University will be establishing a formal committee, ensuring the hard work continues to tackle racial inequality. The University will also be consistently engaging with staff and students from across the University to ensure all voices are heard and all members of our One Community have the opportunity to contribute.
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Application Process
The University of Lincoln is being supported on this recruitment campaign by the search consultancy MRG. To arrange a confidential briefing conversation please contact our advisors David Craven (david.craven@mrgpeople.co.uk / 07932 717 438) or Ben Duffill (ben.duffill@mrgpeople.co.uk / 07976 125 010) of MRG. Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages, addressing the Person Specification). Applications should be sent to universityoflincoln@mrgpeople.co.uk Interviews will take place 11 th Febuary 2022.
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